Sat. May 25th, 2024

Recording of Meetings Policy

Purpose

The purpose of this policy is to set forth expectations regarding the recording of events, training classes, meetings, telephone calls, discussions or other conversations (herein collectively referred to as ‘meeting(s)’) at the KGOP, offsite at KGOP organized events, or via telephone or video conference (such as Zoom or Microsoft Teams) between members of our organization. The intent of this policy is to strike a balance between the legitimate uses of audio and video recordings, and concerns including compliance with the law, privacy, and protection of intellectual property.

Prohibited Activity

In an effort to comply with state and federal law, promote the freedom to share ideas and to respect the privacy of community members, the secret recording of meetings is prohibited. Members and volunteers are also prohibited from arranging for others to record meetings regardless of whether it is for work, educational or recreational related activities, unless specifically permitted under this policy. Neither can they knowingly receive or download recorded conversations, upload them to the internet, or otherwise share, transmit or publish such recordings except as permitted herein.

Consent to Record

There may be a legitimate or practical reason to create a recording of a KGOP meeting. When a legitimate reason exists, one must be knowledgeable about how to record meetings while remaining in compliance with this policy and relevant laws.

When recording is to occur during any KGOP meeting, all parties must be notified prior to the event. This requirement applies to any recording method which results in any video and/or audio recording of the session, regardless of whether the recording is accomplished by a feature in a video conferencing application or by the use of another program or device. All request to record any meetings must be addressed to the chair. It is at the chairs discretion to authorize any such recordings. 

Some meetings may include the presentation of copy-written works, such as a film or television show, under an applicable exception to copyright law. While the presentation of the material may be appropriate, duplication of copy-written works is a violation of the Digital Millennium Copyright Act when that duplication circumvents an access control (i.e. the encryption on a DVD). In order to avoid creating a prohibited duplication of the material, the portion of the meeting which exhibits the work should be excluded from the recording. However, the copy-written works in question may need to be provided to individuals in need of an accommodation in a different format or mode other than by virtue of a recording of the works.

KGOP Approved recordings must not to be posted on any public-facing internet page or shared with individuals or entities external not affiliated with the KGOP without the expressed written approval of the KGOP. Any violation of this policy will be considered a violation of KGOP policy and could result in disciplinary sanctions.

Data Retention

Unless specifically articulated in our Records Management and Retention Policy or in a more specific KGOP policy or procedure that the recording is an official KGOP record, recordings need not be maintained as an official record in accordance with our Records Management and Retention policy. Any questions regarding the need to maintain the recording should be addressed to our Chair or General Counsel.

Building Security

Surveillance cameras/equipment and software may be placed at KGOP facilities, property, or their leased facilities by authorized personnel to prevent or deter crimes, protect public safety, and to facilitate official KGOP investigations into criminal activities or violations of KGOP policy. Nothing in this policy should be read or understood to limit the ability of the Chair or their designee to obtain, review, maintain, and share these recordings in any way which, in their view, furthers a legitimate public safety or investigative purpose and does not otherwise conflict with applicable state or federal law.

Nothing in this policy should be understood to limit the ability of anyone to openly record a law enforcement officer in the performance of their official duties, subject to applicable state or federal law.

Effective Date:          March 1, 2023